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An Investigation into communications systems in a real business or organisation.

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Ben Jones An Investigation into communications systems in a real business or organisation Scenario: Choose an existing business or organisation & investigate the system of communication already in place: * Internally * Externally I am to assess & evaluate how good this system is & highlight any problems that present themselves. I am then to make recommendations as to how they can improve their system by using more ICT. Introduction In this report, I am to investigate into a business & the business communications systems that they employ. This will include internal business communications (i.e. between management & employees) as well as their external communications methods. From this, I must evaluate how good the current communications systems are before suggesting problems with it and how to overcome them. Then I will make recommendations to how they could improve their current systems. This may include changing the ways in which they use the equipment they have, or suggesting other communications medium. I have chosen to research into a manufacturing company, Handles & Fittings Ltd. (HAF). They are leaders in the designing, manufacturing, and distribution of architectural ironmongery, bathroom accessories & electrical fittings. Although UK-based, they market worldwide. Stephen George founded handles & Fittings Ltd. in 1980, and it has grown considerably in the last 20 years, incorporating offices in Hertford, and clientele all over the world. Action Plan Date Work to be carried out Changes made 20th October Coursework preparation. Contact HAF Ltd. about coursework. - 27th October Introduction to coursework - explain report purpose & identify the business. Prepare action plan. - 3rd November Predict the communications systems already emplaced at HAF - 10th November Research into different research methods. Primary and secondary data. Use the internet and books. - 17th November Create questionnaire and collect results. Interview 2 employees. Interview 1 employee 24th November Interview 2 employees. Interview 3 employees 1st December Do Findings section: Part B. ...read more.


E-mail/network Memo Telephone Meetings Notices & reports Other (if so which ___________________) Which external communications medium do you use most at work? E-mail Fax Telephone/Mobile/Pager Video conferencing Letters Internet Other (if so which ___________________) What are the advantages of communications within the business? ______________________________________________________________________________________________________________________________________________________________________ What are the disadvantages of communications within the business? ______________________________________________________________________________________________________________________________________________________________________ Where could / do communications within the business break down? ______________________________________________________________________________________________________________________________________________________________________ What training have you received at work? _________________________________________________________________________________________________________________________________________________________________________________ How could communications within the business be improved? ______________________________________________________________________________________________________________________________________________________________________ If a considerable amount of money were invested in business communications, which communications would you think it wise to invest in? (Can be more than 1) ___________________________________________________________________________________ ___________________________________________________________________________________ ___________________________________________________________________________________ Appendices Article 1 Article 1:1 - Internal communications media used most at work Communications Medium No. people E-mail 4 Memo 1 Telephone 4 Meetings 3 Notices & reports 0 Other 0 Article 1:2 - Most used internal communications chart Article 2 Article 2:1 - External communications media used most at work Communications Medium No. people E-mail 7 Fax 0 Telephone/Mobile/Pager 4 Video conferencing 0 Letters 1 Internet 1 Other 0 Article 2:2 - Most used external communications chart Article 3 Article 3:1 - Most used communication media for office-based workers Article 3:2 - Most used communications media for factory based workers Part C: Research findings After having distributed the questionnaires at HAF, I received 12 replies. These were from various members of the factory, covering a wide range of posts from factory workers to the Managing Director. I thought that it was essential to find this information out for a number of reasons. Primarily, people in different positions within the company will experience different types of communication. For example, a factory worker will (in probability) use different communication methods to a sales director. I felt it important to get an even spread of opinions. Within the company, there is quite a developed sense of hierarchy. ...read more.


After purchase and installation, these are free to use, with only new batteries needed. The current use of the telephone is relatively expensive though, and this should save them some money in times to come. These are available for �40 upwards. When walking in the offices and factory, I noticed that all of the telephones were wired up, with no cordless telephones. This means that you would not be able to move around when talking, which is a disadvantage, especially when in the factory. These are available in different models, cheaper sets being very low-cost whilst not having the capabilities, better versions being more expensive. In addition to this, It think that more money needs to be invested into a better form of network, as the computers are currently 'stand-alone' computers, and not connected properly. This does not mean that they have to go mad purchasing expensive kit needing a paid network manager. Instead, they need a toned down network enabling better communication and links. I have pointed out in the Conclusions section how I think that it is not necessarily the machinery that needs to be updates within the business. Instead, I am pretty certain that in some cases, it is the employees that need to be updated and trained on the systems. Without trained people using the systems, the equipment might not get used properly, or not as much as it could be. This leads to a fall in profit. With just a few training sessions, the workers who are not so competent with the kit could be updated and so the price paid for the training would be well used. Other than the things that I have mentioned above, I am happy with the communications procedures employed by HAF. There are no real problems with the systems, and the proposals outlines above are too improve the business, not to 'fix' it. If these recommendations are appreciated, I feel that the company would benefit from a communications point of view, and for profits. ...read more.

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